City of Cedar Rapids Housing Services Housing Choice Voucher Program

1. City of Cedar Rapids Housing ServicesHousing Choice Voucher Program LANDLORD ORIENTATION

2. Section 8 / Housing Choice Voucher Topics Landlord Orientation • Program Overview • Communications With Our Office • Staff Directory • Key Program Activities • Owner Screening of Tenant • Voucher Example / Rental Assistance Determination • Family Obligations to Owner • Owner Obligations to Tenant • Recommendations to Owners • Inspections • Moving In • Before the Tenant Moves In • Inspections / Common Repairs • Lead Paint Hazards • Tenant Program Terminations • Move-Out / Damages

3. Program Overview Federal Program assisting very low-income families, the elderly, and the disabled, to afford decent, safe, and sanitary housing in the private market. The Section 8 program is under the control of the US Department of Housing and Urban Development (HUD) and administered locally by the City of Cedar Rapids Housing Services.

4. Program Overview (Continued) • Our service area covers Linn and Benton Counties • Cedar Rapids has had some form of rent assistance program since 1970. • Can assist between 1,100 – 1,200 participants (average per month). • Number of active participants – 1,078 • Other program services include: • Family Self Sufficiency Program • Homeownership Assistance • HUD has designated Cedar Rapids as a “High Performer”.

5. Communications With Our Office • Contact the phone number / staff member who’s name appears at the end of the letter. • Many activities in our office require written notification. Telephone calls do not constitute proper written notice. • Some of your questions may be answered by visiting our website. • Feel free to contact our office at any time for questions or explanations. • The easiest way to have us answer your • questions is to call or email our office. • If you need to personally meet with a specific • staff member, please call ahead. • If you call and the staff member is not • available, please leave one voice message. • Staff members make every attempt to return • calls the same day or within 24 hours. • When possible, directly contact the staff • member you need to reach.

6. HOUSING SERVICES – Section 8 Program Staff DirectoryGeneral Information Phone: (319) 286-5872 / Fax: (319) 286-5870Website: www.cedar-rapids.org/Section8 LaSheila Yates Assisted Housing Manager (319)286-5192 Email: l.yates@cedar-rapids.org Pam Ammeter Caseworker (R - Z) (319)286-5237 Email: p.ammeter@cedar-rapids.org Marie Anderson Inspector (319)286-5189 Email: c.anderson@cedar-rapids.org Jim Borschel Inspector (319)286-5181 Email: j.borschel@cedar-rapids.org Chris Brodt – Caseworker (H - Q) (319)286-5183 Email: c.brodt@cedar-rapids.org Randy Knudson Family Self-Sufficiency Coordinator (319)286-5196 Email: r.knudson@cedar-rapids.org Annette Lorenz Caseworker (A - G) (319)286-5184 Email: a.lorenz@cedar-rapids.org Pam Mosbaugh Family Self-Sufficiency Coordinator (319)286-5195 Email: p.mosbaugh@cedar-rapids.org Amanda Rabey Customer Service Representative (319) 286-5159 Email: a. rabey@cedar-rapids.org Jeanne Vice Administrative Assistant (319)286-5193 Email: j.vice@cedar-rapids.org

7. Key Program Activities RTA

8. Key Program Activities Approved RTA

9. Owner Screening of Tenant • The owner is responsible for screening all tenants. • Screening tools used by the owner: • Credit Checks • Rental History Checks • Income Checks • Personal References • Criminal Background • Prior Evictions • Monetary Judgments

10. Example of Voucher Document

11. Example of Unit: $800 – Rent for a 3 Bedroom House $223 – Utility Allowance for 3 bedroom house $1023- Gross Rent of Unit (Rent plus Utility Allowance) • The tenant Voucher total is $1023. • Request for Tenancy Approval form would be approved and forwarded onto the inspector for scheduling.

12. Example of a Voucher • Tenant has qualified for a 3 Br. Voucher. • 30% of Monthly Adjusted Income= $345 • 40% of Monthly Adjusted Income= $460 • Leased Housing Subsidy = $563or less • Total (40% of tenant amount + LH Max Subsidy) = $1023

13. Housing Maximum Subsidy $908 3 Bedroom Payment Standard - $345 30% of Tenant Monthly Adjusted Income $563* Leased Housing Maximum Subsidy • *$563 is the maximum subsidy Leased Housing will provide.

14. Housing Maximum Subsidy(continued) • Tenant 40% = $460 • LH maximum = $563* Total = $1023 (or less) • Tenant needs to select a unit where rent and Utility Allowance is $1023 or less.

15. Payment Standards • Payment Standards are used to calculate the maximum rent subsidy that can be paid to an owner on behalf of a Section 8 tenant. • It does not limit or affect the amount of rent an owner can charge. • A tenant can select a unit with rent that is above or below the payment standard, however a tenant is not allowed to pay more than 40% of their monthly adjusted income toward rent and utilities in their first contract year. • City of Cedar Rapids Housing Authority sets this amount between 90%-110% of the Fair Market Rent which is determined by HUD annually.

16. Rent Reasonableness • No Housing Assistance Payment (HAP) contract can be approved until the PHA had determined the rent for the unit is reasonable. The purpose of the rent reasonableness test is to ensure that a fair rent is paid for each unit rented under the HCV program. • HUD regulations define a reasonable rent as one that does not exceed the rent charged for comparable, unassisted units in the same market area. • Owners can not charge more for assisted units than for comparable units on the premises. • Tenants are not allowed to pay extra rent to owners beyond what the HA has determined. Side agreements must be approved by the HA. • In determining Reasonableness our PHA will take into account several factors: location and age, unit size, type of unit, quality of the units, amenities, services, and utilities included in the rent.

17. Family / Tenant Obligations to Owner • The family must: • Pay the rent on time • Maintain care of the unit • Report maintenance issues promptly • Be respectful to neighbors • Keep unit in clean & sanitary condition • Supervise children & family guests • Provide any utilities (electricity, water, or gas) that the owner does not pay • Provide and maintain any appliances the owner does not supply • Be responsible for damages to the unit or premises (beyond normal wear and tear) that are caused by any family member or guest

18. Owner Obligations to the Tenant Landlords should: Make property habitable before tenants move in. Make and pay for necessary repairs due to ordinary wear and tear. Provide owner paid utilities. Provide written notice to tenants when ownership of the property is transferred to a new landlord. Provide 24 hour notice before entering rental unit. Screen all tenants & not unlawfully discriminate. Responsible for all pest control.

19. Recommendations to Owners • Collect the full deposit before the tenant is allowed to move in. • No not allow the tenant move-in until the inspection is completed & passed. • Assume that the tenant has never lived in a rental unit. • Understand that Iowa Landlord / Tenant Laws are always in force. • After the tenant move-in, inspect your unit on a regular basis. • Send copies of tenant legal notices of lease violations to our office. • Screen all tenants equally & carefully. • When updating or repairing your rental unit, contact the Cedar Rapids – Building Services Office to see if permits are required. • Make reasonable accommodations in emergency situations.

20. Inspections • There four types of inspections conducted by our office: • Move-In / Initial • Annual • Complaint - What is an emergency? • Special or Compliance

21. Move-In or Initial Inspections This inspection is scheduled with the owner after an approved Request for Tenancy Approval (RTA) form is submitted to our office. The inspector schedules the move-in inspection with the owner, unless the tenant is already occupying the unit. The owner will be contacted within 5 days of receiving the RTA and the inspection should be scheduled within 14 business days. The tenant should contact the owner for the scheduled inspection date and are welcome to be present during the inspection. The unit passes or fails the inspection. Repair letters are mailed to both the owner & tenant. If the unit fails the inspection, the owner must complete all repairs within 30 days or the unit will be denied.

22. PASSED INSPECTION! • In order to start a lease and receive rental assistance: • All tenant paid utilities must be turned on & in the tenant’s name. • The unit must pass the inspection. • The family must be moved in or be in possession of the unit (keys issued). • The unit rent must be within HUD’s fair market rules & be comparable in rent with other units in the area. SPECIAL NOTE: All leases must begin on the first day of the month!

23. Before the Tenant Moves-In • If possible, walk through the unit with the tenant. • Where are the water shut off valves? (sinks, toilet, whole unit) • Is the owner or tenant responsible to replace light bulbs, smoke alarm batteries or change the furnace filter. • Where is the electrical panel or fuse box. • Give tenant phone numbers, emergency contact information & email addresses. • Complete a “Condition of Rental Property Checklist”. • Encourage the tenant to purchase renters insurance. • Location of the fire extinguishers. • Discuss maintenance reporting procedures.

24. Water Shut Off Valves

25. Gas Shut Off Valves (Water Heater & Furnace)

26. Electrical Panel

27. Furnace Filters Dirty Filter Change Regularly

28. ANNUAL INSPECTIONS All units must be inspected within 365 days of the last inspection. A letter of this inspection will be mailed to the tenant & owner. It is the tenant’s responsibility to allow the inspector into the unit . The tenant can be terminated if they fail to allow the inspector access to the rental unit. Failed inspection repairs must be completed within 30 days. Extensions may apply. The tenant is responsible for having the unit ready for the inspection. (See inspection checklist) The tenant is financially responsible for repairs or damages caused by the family (beyond normal wear & tear).

29. Inspection ChecklistTenant Responsibility: To maintain a clean & sanitary home ____ Contact the owner / mgr., prior to the inspection, informing them of necessary repairs. ____ Test all smoke detectors, ensuring they are working. Install new batteries if necessary. ____ Mop, vacuum or clean all floor coverings. Remove bad carpet stains. ____ Wash, dry, fold and put away all personal clothing. ___ _ Return all bottles & cans with deposits. ____ Kitchen: Wash all dishes, clean counter tops & wipe out kitchen cabinets. ____ All automobiles must be operational w/ current tags & licensing. _____ Ensure all interior & exterior light fixtures have light bulbs. _____ Inspect the windows. Replace any broken window glass, patch or replace damaged window screens. ____Clean all appliances, stovetop, oven (clean grease splattered walls) and refrigerator. Defrost the freezer if necessary. ____ Clean / sanitize all bathroom fixtures, including toilet, sink, tub & shower. ____ Remove and properly dispose of all car parts. ____ Interior furniture (chairs and couches) can not be on exterior porches. ____ Remove and / or properly store any unused furniture, appliances, and clothing. ____ Properly bag all household trash. Place in proper location for disposal. Purchase additional garbage tags, if needed. ____ If applicable, remove all flammable liquids and gas powered machinery from the interior or basement including gas cans, lawn mowers, gas grills, trimmers, snow blowers etc.

30. Housekeeping: PASS or FAIL ?

31. Housekeeping: PASS or FAIL ?

32. Housekeeping: PASS or FAIL ?

33. Housekeeping: PASS or FAIL ?

34. Housekeeping: PASS or FAIL ?

35. Housekeeping: PASS or FAIL ?

36. Housekeeping: PASS or FAIL ?

37. Common Electrical Problems

38. Common Electrical Problems Plate missing on switch Plate missing on outlet

39. Common Electrical Problems Gaps in Electrical Panel Cover Missing on Fuse Box

40. Common Electrical Problems Spliced wires outside box Open ground wires

41. Fire Safety Problems Smoke Detector Missing Battery Missing

42. Required Smoke Detectors – Dual Sensor Fire / Carbon Monoxide P & I - Photo Electronic / Ion

43. Fire Safety Problems ABC Fire Extinguisher Empty or Expired Extinguisher

44. Common Plumbing Problems Drain not properly trapped Discharge pipe reduced

45. Common Plumbing Problems Open clean out/floor drain Clean out properly capped

46. Other Common Plumbing or Gas Problems Leaks from water or drain lines. Lack of adequate water pressure. Slow or plugged up drains. Garbage disposals not working. No shut off valves on gas lines for water heater, furnace, stove or clothes dryer. Furnace: Holes in flue pipes or dirty filters. Water Heaters: Covers missing on burner & no discharge pipe or reduced discharge pipe.

47. Other Common Repairs Broken Bulb in Socket Light with no cover (globe)

48. Common Repairs / Problems Missing / Loose Vent Covers 7’ Ceiling Heights – Habitable or Sleeping Rooms

49. Common Repairs Light Bulb Burned Out No Handrail Covering All Steps

50. Common Repairs - Windows Missing Window Lock Hole in Screen